HR Records College Aide
About The Position
The HR Records College Aide will assist the Office of Chief Medical Examiner with digitizing and reviewing physical and digital records, supporting HR processes, and completing administrative projects. The position is scheduled to conclude at the end of the school year in June 2027 or upon the employee’s graduation, whichever occurs first. Work must be performed while the employee remains matriculated at a college or graduate school, consistent with the applicable College Aide qualifications and limits on student work hours during academic sessions. The Office of Chief Medical Examiner investigates qualifying deaths within New York City, including deaths resulting from violence, accidents, suicide, sudden or unattended deaths, deaths in correctional facilities, and suspicious or unusual circumstances. The office’s CARES values are Commitment, Accountability, Resilience, Excellence, and Service. The aide will scan, organize, and save physical files in digital formats; verify digital records against physical files; review records for appropriate filing and classification; and protect confidential information. The role also includes tracking metrics, identifying filing discrepancies, collaborating with colleagues to improve digitization and review processes, and providing administrative support such as labeling and indexing documents. HR duties include accurately processing NYCAPS transactions in compliance with agency and HR policies, responding to employee verification requests confidentially and promptly, and working with HR staff to resolve data issues and support personnel processing. The aide may assist with other areas as needed.
Requirements
- Be matriculated at an accredited college or graduate school and remain a student during employment.
- For Assignment Level II (Information Technology), be matriculated in an IT, computer science, management information systems, data processing, or closely related course of study, including or supplemented by 9 semester credits in an acceptable course of study.
- For Assignment Level III (Information Technology Fellow), be matriculated in an IT, computer science, management information systems, data processing, or another area relevant to assigned IT projects, including or supplemented by 9 semester credits in an acceptable course of study.
- No student may work more than half-time in a week when enrolled classes are in session; students may work full-time during vacation periods.
- Maximum tenure for all College Aide assignment levels is 6 years.
Responsibilities
- Scan, organize, and save physical files in appropriate digital formats.
- Cross-reference digital records with physical files to ensure accuracy and completeness.
- Review digital and physical records for proper filing, classification, and organization.
- Maintain the confidentiality and security of sensitive documents during handling and digitization.
- Track and provide metrics on a systematic basis.
- Identify and report discrepancies, missing information, or filing errors.
- Collaborate with team members to streamline digitization and record-review processes.
- Provide administrative support, including labeling, indexing, and preparing documents for digital storage.
- Process NYCAPS transactions accurately and in compliance with agency and HR policies.
- Handle employee verification requests with timely responses and appropriate confidentiality.
- Collaborate with HR staff to resolve data issues and support personnel processing.
- Process transactions and assist with projects as assigned.
- Assist in other areas as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
